1 Eastern Cape Dept of Social Development ELECTRONIC FILE MANAGEMENT SYSTEM (EFMS) Process
2 PROBLEM DEFINITION No reliable filing system Poor registry conditions No completeness checks No check for file contents (critical documents) No control over file movement
3 PROBLEM DEFINITION CONTD Files lost/delays in finding a file Litigation and fraud Could not merge duplicates No Active and Archive file separation
4 SOLUTION Provide an EFMS and Infrastructure: With customized software To process 1 800 000 files In a 6 week timeframe In a central document management centre (DMC) Using barcode system Using bin location registry
5 THE PROCESS TRANSPORT STORAGE REGISTRY CURRENT ARCHIVES PROCESSING PROJECT TEAM
6 LOGISTICS Transport Equipment Storage at DMC Logistics DMC Personnel Logisitcs DMC Security
7 LOGISTICS - TRANSPORT Transportation of files from 24 districts to DMC Files packed in boxes Control sheets per district office Truck secured with pre-numbered seals
LOGISTICS - EQUIPMENT 8 130 Computers / Thermal Printers / Hand Held Bar Code Scanners 320 Desks (specially designed) 620 Chairs 15 Water Cooler Fountains 25 DCP Fire Extinguishers 30 Trolleys 1,100 Pallets 2 Pallet Jacks
9 LOGISTICS - EQUIPMENT 79.2km s of sellotape. 167,000 File covers. 2.91 Million thermal labels. 2.33 Million file content labels. 40,000 Registry boxes. 40,000 Registry box labels. 1,200 Permanent marker pens. 800 Ball-point pens.
10 LOGISTICS - STORAGE AT DMC Match pre-numbered seals & control sheets Files received at DMC Stored by district Demarcated areas
11 LOGISTICS - DMC PERSONNEL PERSONNEL PER SHIFT 2 Shifts per day Project manager 1 Centre manager 1 Consultants 18 Operators (100 teams) 400 Registry 20 130 PCs 130 barcode scanners 130 barcode printers
12 PROCESSING Reviewed file contents critical documents/data recorded ID number scanned and compared to SOCPEN Valid ID Dept of Home Affairs check digit validation Attach bar coded label Filed according to correct district
13 PROCESSING CONTD Identification of specific files Auditor General Class action Regulation 11 Fraud files
14 PROCESSING - CONTD Validation Active Archive Project Team REGISTRY Current Boxed & labeled Archive By District/year AG, Reg 11, Class action, Fraud
15 IT SYSTEM SECURITY DMC linked to offsite central facility Access control Network log-in and password User ID and password to database Restricted access levels Firewalls Data security Offsite server Daily back-ups Off site storage Disaster recovery plan
16 DELIVERABLES Electronic registry (Database) Securely filed in boxes Bin location Identification and Extraction Inactive files (Archive) by year Fraud, AG, Reg 11 and class action Allocation of files to correct district
17 DELIVERABLES CONTD Identification of Missing files (active beneficiaries without files) per district Files processed not on SOCPEN Transfer of skills and training Missing Documentation exception reports and procedures System for capturing Correspondence
18 SUSTAINABILITY Registry Hall 24 District Offices 1-4 Staff per Office 13 Staff Registry maintenance Help Desk Reg. 11 Class Action Litigations
19 SUSTAINABILITY CONTD Processing Hall >800 Staff 9 Staff Up to 4 000 files/d
20 FUTURE APPLICATIONS Current applications Currently utilized for NPO file capture Development of Personnel file capture systems Development of Purchase Voucher file capture systems Established infrastructure Electronic facility Skills base
21 FUTURE APPLICATIONS CONTD Possible applications Large volume paper based records HR records, personnel files etc Payment vouchers, invoices etc
22 THE WAY FORWARD Electronic file registry ELECTRONIC FILING PROJECT MIS Workflow tracking module Link to MIS project Data tracking Workflow monitoring Functional registry system
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